The verdict in three sentences
A custom time-billing platform for a consultancy in Dublin costs between EUR 25,000 and EUR 70,000 in 2026, depending on consultant count and rate granularity. Under-billing (untracked time, under-valued hours, forgotten disbursements) typically costs 5-12% of revenue at a firm steering on spreadsheets. The return comes from a better-valued day rate and a utilisation rate finally measured, repaying the tool in under a year.
What the software covers and its budget
The core job is turning every minute worked into a reliable billable line. The software organises time capture, the day-rate grid, disbursement re-billing and utilisation steering.
| Module | Scope | 2026 order of magnitude (EUR) |
|---|---|---|
| Time capture | Timer, mobile, reminders, approval | 5,000 - 12,000 |
| Rate grid | Day rate by profile, by client, discounts | 4,000 - 9,000 |
| Disbursement re-billing | Expenses, travel, subcontracting | 3,000 - 8,000 |
| Invoicing and retainers | Invoice generation, advances | 5,000 - 12,000 |
| Utilisation rate | Billable vs non-billable per consultant | 5,000 - 13,000 |
| Margin dashboards | Profit per engagement and per client | 5,000 - 14,000 |
Maintenance runs 12-20% of project cost per year, i.e. EUR 3,000 to 14,000 annually for a typical build.
The concrete impact on margin
The most underestimated gain is time capture actually done. When capture moves from weekly and approximate to daily and guided, capturable time rises mechanically.
| Lever | Before (spreadsheet) | After (software) |
|---|---|---|
| Time-capture rate | 82% | 96% |
| Unbilled hours / month | high | reduced |
| Average utilisation rate | 58% | 68% |
| Invoice issuance delay | 18 days | 5 days |
| Disbursements re-billed | partial | near complete |
| Margin visibility per engagement | low | real time |
A shorter billing delay also improves working capital: invoicing 13 days earlier on a large monthly volume frees up cash.
Mini case study
Sarah runs a consultancy of 22 consultants. Their average day rate is EUR 750 and utilisation was capped at 58% for lack of reliable measurement. Over 220 working days per consultant, lifting utilisation from 58% to 66% is about 17.6 extra billed days per consultant per year.
For 22 consultants that is 387 days at EUR 750, i.e. EUR 290,000 of potential additional revenue. Even prudently keeping 40% of that gain, the EUR 55,000 platform is amply paid off in the first financial year, not counting reduced forgotten disbursements.
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FAQ
Won't time capture antagonise consultants?
It works if it is fast: timer, mobile entry and reminders. The target is under 2 minutes a day, presented as a valuation tool, not surveillance.
Can we manage several rate grids?
Yes: day rate by profile, by client, by engagement type, with negotiated discounts. It is a standard need for multi-offer firms.
Does the software interface with our accounting?
Yes, via export or API to the accounting tool. We scope the entry format and payment reconciliation.
How long to deploy?
Between 3 and 5 months. A core of capture + rates + invoicing often ships in 10-12 weeks, with margin dashboards following.
How do we measure ROI precisely?
By tracking two before/after indicators: the time-capture rate and the utilisation rate. One point of utilisation gained is immediately billed revenue.
Let's scope your project. Give us your consultant count, average day rate and priorities (capture, rates, re-billing) for a budget between EUR 25,000 and 70,000. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
